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Fund for Oklahoma City

Margaret Annis Boys Trust

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Margaret Annis Boys Trust Guidelines for Proposal Narrative

Please address the following issues in the proposal letter in the order indicated:

1. Purpose of the Grant

  1. Identify the groups sponsoring the project. One group should be the lead sponsor and be willing to be the primary contact and responsible for administering the grant. The group that will be responsible for the maintenance should be clearly identified. This should be the group described in (8) above.
  2. Describe the exact geographic location for the project, including the ownership and current use.
  3. Describe the landscape design plan (link) for improvement of the area, including details of the existing landscaping and the proposed plan. The project should be part of a comprehensive, long-term beautification plan for the area, although the proposal may include only a phase of the plan. The plan should reflect an understanding of the overall environment. A copy of the plan including the specific plantings (link to Plant Selection, Planting, Spacing and Tree Planting Guidelines) proposed should be provided. Photographs of the existing area are frequently helpful.

2. Evaluation
Applicants should provide a specific plan for establishing project goals and measuring both the outcomes and impacts of the proposed project. For the purposes of this grant:

Outcomes are defined as statistical data generated during the course of the project, such as:

  1. Headcount = number participating, volunteering during the course of the project (unduplicated count for of the project rather than per activity)
  2. Retention = number of volunteers involved in the project as outlined throughout the duration of the project and still active in the neighborhood association or organization after the funded project was completed.
  3. Change = increase or decrease from the baseline data established at the beginning of the project

Impacts are defined as the anecdotal stories that communicate the effect of the program or project on the community.

The proposal narrative outlining plans for program evaluation should answer the following questions:

  1. What are the goals of the project?
  2. Based on the project goals, what outcomes are expected?
  3. What process will be used to establish the baseline of information from which outcomes, retention and changes will be measured?
  4. What questions will be used to measure outcomes and how will the information be quantified?
  5. How will the impacts or long-term effects of the project be collected and documented?
  6. What process, if any, will be used to measure the ultimate impact of this grant on your organization and the people in our community beyond the duration of the grant?

Applicants may submit examples of forms or documents that will be used for the evaluation process.

Reporting
Grantees will be required to submit an interim report six months into the project and a final report at the end of one year. Six month reports should include outcomes and impacts gathered to that point and may include a site visit by program staff.

Grantees will participate in an exit interview with their program officer, either prior to or immediately after submitting the final report.

3. Maintenance
Describe the plan for long-term maintenance (See the Three-Year Establishment Maintenance Plan & Annual Maintenance Schedule), including watering, mowing, fertilizing, pruning, spraying, etc. The plan should include letters of commitment from those organizations that will assume responsibility. The maintenance of irrigation systems should also be addressed. Boys Trust grants are not awarded for long-term maintenance.

4. Project Relevance
Explain how you think the project relates to the four program goals for the Boys Trust:

  1. Demonstrate initiative and responsibility for caring for public lands, cooperation among groups and innovation in the use of landscaping in cost-effective and low-maintenance ways.
  2. Be highly visible to the general public, in areas generally open to the public, and help instill a sense of pride in the appearance of the community in those who live in the area as well as those who visit.
  3. Have a long-term impact on the appearance of an area and represent thoughtful consideration and planning regarding the appropriateness of beautification for both current and future use.
  4. Educate citizens about the importance of beautification, which will build a foundation for future activity and investment of resources by other individuals and groups.

5. Budget
Provide a project budget (Sample Budget - PDF Format) listing all revenue sources and expenses. The expenses should be related to the installation of the project only. Maintenance expense should not be included. Clearly identify those expenses for which you are requesting Boys Trust support and those that will be funded by other sources. A sample budget form on the back of this sheet can be followed to provide this information. Specific cost information regarding the items to be purchased with the Boys Trust funds should be provided. It is expected that resources other than the Boys Trust will be provided for the project.

6. Letters of Approval
Include preliminary letters of approval from any governmental authority or any property owner that will be required before the project can be started. Projects will not be considered for funding until preliminary approval is received.

Updated Jan. 2008